# How to get site invoices to accounts without chasing people

Give everyone one address. They forward the invoice or snap a photo on their phone. Accounts then reviews a coded bill in Xero or MYOB instead of chasing paper from utes, inboxes and glove boxes.

## Short answer

1. Pick one invoice address and make it the only way to send.
2. Tell your crew and suppliers to forward the PDF or snap a photo from site.
3. Limit who can send, so strangers do not fill the queue.
4. Review the coded bill in Xero or MYOB and approve it. Do not retype anything.

## Before you start

You need a Xero or MYOB account that is connected to your invoice tool. You need a shared accounts email address that more than one person can see. You also need five minutes with the crew. Most chasing starts because nobody knows where an invoice should go.

Write down who sends invoices. That is usually foremen, site managers, subcontractors and the occasional owner-operator who texts a photo.

## The manual way in Xero

Xero can turn a forwarded email into a draft bill.

1. Go to Business > Bills to pay and choose Create bill from email.
2. Copy the unique address Xero shows you.
3. Give that address to your crew and suppliers. Treat it like a password. Anyone who has it can create bills in your Xero.
4. Each emailed PDF or image becomes a draft bill with the file attached. Open Business > Bills to pay > Drafts to review them.
5. Check the supplier, dates and amounts, fix the lines and approve.

The limits are real. Xero reads the attachment, not the email body. There is no sender list, so the address accepts mail from anyone who knows it. You still code every line yourself.

## The manual way in MYOB

Most MYOB businesses keep a shared accounts inbox and key each bill in by hand. Open Purchases, create a bill, attach the file and enter the lines. It works, but someone has to do it for every invoice.

## The Pulsify way

1. Each company in Pulsify gets its own forwarding address. Find it on the Upload page under Forward to.
2. Choose who can send. Pulsify accepts email from trusted senders by default and your team members are always trusted. An admin adds supplier addresses in the Trusted senders box on the Upload page.
3. The crew forwards invoices by email. On a phone they can open the Upload page and use Take photo, Photos or Files. Install Pulsify to the phone home screen first so it opens full screen.
4. Pulsify works out whether each document is an invoice, credit note or statement. If one PDF holds several invoices it splits them. It reads every line and codes it from how that supplier was coded before.
5. You review the bill, then approve it. The approved bill is created in Xero or MYOB.

Mail from an untrusted sender sits on a Needs you list. A person can allow that sender or process the single email.

## Worked example

Example Plumbing Supplies sends three invoices in one week. The site foreman, Sam, snaps a photo of a paper docket at a job in Penrith. The apprentice forwards a PDF from his phone. The office gets a third in the accounts inbox.

All three arrive in the same queue. Each shows a supplier, a date, a total and coded lines. The photo is a $412.50 docket for pipe fittings. Accounts checks it, approves it and moves on. Nobody rings Sam to ask where it is.

## Common mistakes

- Giving out two or three addresses. Invoices then split across inboxes and the chase starts again.
- Taking a photo of half the page. Get the whole page, flat, with the ABN and total in frame.
- Leaving the trusted sender list empty. A supplier's first email is then held until someone allows it.

## Next step

Try an invoice at [app.pulsify.tech/sign-up](https://app.pulsify.tech/sign-up). Or [book a call](/contact/) to find out how customers have saved hours per week after switching.

Read the help guides for [getting invoices in](/guides/get-invoices-in/) and the [mobile app](/guides/mobile-app/). If your invoices are for construction work, the free [construction invoice compliance checker](/construction-invoice-compliance-checker/) shows what a clean invoice looks like.

## Common questions

### Can a tradie send a photo of an invoice from site?

Yes. On a phone, the Pulsify upload page has Take photo, Photos and Files buttons. Install Pulsify to the home screen and it opens full screen. A clear, flat photo of the whole page reads best. There is no offline mode.

### What stops anyone emailing invoices to us?

Pulsify accepts email from trusted senders by default. Your team members are always trusted. An admin can add supplier addresses. Mail from anyone else is held on a Needs you list for a person to allow or process.

### What file types and sizes work?

PDF, JPG, PNG, WEBP, HEIC, Word, Excel, CSV and ZIP. Uploads in the browser can be up to 25 MB per file. Several invoices in one PDF are split into separate documents.

Source: https://www.pulsify.tech/how-to/get-site-invoices-to-accounts-without-chasing-people/ (last checked 2026-10-19)